Change to an Alternate Part

Explanation

This activity is used to replace a prime part on a work order material requisition line with a valid alternate part. An alternate part is a part that fulfills requirements (e.g., equivalent in performance, reliability or maintainability) and is interchangeable with a primary part.

There can be instances where the material to be used on the work order is out of stock or no longer utilizable. Responsible personnel, such as, maintenance planners, need to ensure the material is replaced in time so that the work can be carried out without any delays due to material shortages. One way of doing this is to raise a purchase requisition and order the parts. Another is to replace the prime part with a valid alternate part, as described in this activity description.

It is possible to replace all or part of the quantity of the primary part with a valid alternate by using the Change to Alternate dialog box. When this is done, material lines will be created for the alternate parts and added to the same material order to which the original material line belongs. You can then continue planning the material for the work order.

Note: If a material line which was created for an alternate part is deleted, the Quantity Required and Quantity Changed fields on the original line will be updated to reflect the change. If the original material line has been closed, only the Quantity Changed field will be updated.

Prerequisites

• A valid alternate part should be available in inventory, at the same site as the selected material order.
• The remaining quantity for the part on the material line should be more than zero. Remaining quantity is the required quantity minus both issued and reserved quantities for the part.
• The part on the material line should not have a pegged quantity.
• The part on the material line should not be a repair part or a rental tool.
• The material line should not have been created from a purchase requisition.
• The material line should not be closed.
• Change reasons should be defined in basic data, i.e., in the Maintenance Basic Data/Alternate Part Change Reason tab.

System Effects

• A material line will be created for the alternate part that was selected to replace the prime part. If different alternate parts were selected to replace the prime part, a material line is created per part. The new lines will be added to the material requisition order of the original material line.
• For the material lines that are created for the alternate parts, the Changes Line No field will be updated automatically with the order line number that was changed. The Change Reason field will be updated with the given change reason.
• For the original material line, the Quantity Changed field will be updated automatically with the quantity of the part that was replaced. The Quantity Required field will be reduced by the same amount.

Window

Prepare Work Order
Report In Work Order
Work Order Structure
Maintenance Material Requisition
Maintenance Material Requisition Lines

Related Window Descriptions

Change to Alternate Part
Prepare Work Order/Materials
Report In Work Order/Materials
Work Order Structure/Materials
Maintenance Material Requisition
Maintenance Material Requisition Lines

Procedure

1. Open one of the following windows or tabs depending on your work flow and select the required material requisition order.

• Prepare Work Order/Materials
• Report In Work Order/Materials
• Work Order Structure/Materials
• Maintenance Material Requisition
• Maintenance Material Requisition Lines

2. Select the material line containing the part that is to be replaced, right-click and then click Change to Alternate Part. The Change to Alternate Part dialog box opens.
3. In the Change Reason field, enter the reason for changing from the prime part to an alternate. If a default change reason is specified in basic data, it appears automatically in this field. Click List to select a different change reason, if needed.
4. In the Qty Changed field in the table, enter the quantity of the alternate part that is to replace the prime part. This can be entered for one or more alternate parts provided that the total amount of Qty Changed does not exceed the Qty to Change amount specified in the header of the dialog box.
5. Click OK.